Operations Assistant at Urgent Action Fund-Africa

Position Overview

Reporting to the Senior Operations Officer, the incumbent shall ensure efficiency in the management of the office and provide logistical and operations support to the UAF-Africa Nairobi office.

Specific Responsibilities

• Provide logistical support for events, missions, and conferences.
• Facilitate hotel visits to assess events, staff, and stakeholders’ travel.
• Assist in travel arrangements, including verifying all bookings with hotels and airlines, processing of visas, collaborating with transport companies for all ground transfers, and providing travel insurance for staff.
• Facilitate travel logistics for the Executive Director in Kenya in liaison with the Senior Operations Officer.
• Support the drafting of travel logistics notes for all travels related to the events.
• Collaborate with approved travel agents on ticketing.
• Ensure travel documents and next of kin information for travelers and participants are up to date and filed for smooth ticketing processes.
• Prepare purchase requests for approval, negotiate with suppliers, and liaise with the Procurement Committee for supplier selection.
• Facilitate logistics for the Feminist Republik Festival as scheduled.
• Assist in managing the organisation’s filing system.
• Monitor follow-up actions from correspondence.
• Minute-taking during the various meetings.
• Respond to internal and external emails.
• Supervise the function of the Office Assistant and Operations Intern
• Facilitate office errands as necessary.
• Ensure maintenance of equipment and office premises in consultation with the landlord.
• Assist in managing vendor performance and adherence to contracted terms, ensuring suppliers comply with the Fund’s policies.
• Supervise all aspects of office reception, including, but not limited to, answering phone calls, meeting, greeting, and settling visitors.
• Schedule and assist with preparing internal and external meetings (e.g., sending meeting invitations, booking and preparing rooms, organizing catering, minute-taking etc.).
• Dispatch all posts and packages as necessary.
• Supervise office supplies stocks (stationery, kitchen supplies, IEC materials) and flagging when new supplies need to be ordered;
• Oversee general office duties on demand: photocopying, faxing, mailing and filing (hard copy and digital).
• Undertake other tasks and activities as requested.

Qualifications

The ideal candidate shall have:

• Bachelor’s degree in Business Studies, Commerce or any related field
• 2- 3 years experience in administrative and logistics processes.
• Proficiency in Excel, Word and PowerPoint.
• Excellent written and verbal skills
• Ability to interface sensitively with people from various social, economic, political, cultural and religious backgrounds.
• Passionate about UAF-Africa’s mission, committed to teamwork, and achieving results and building effective teams.